Forms automation software programs can help your company to go paperless and also store important forms and documents securely. Plus, you can search and find the forms you need quickly, and give access only to authorized users. However, since there are numerous good quality platforms in the market, how do you do educated comparisons to select the best forms automation software solution for your needs? There is no need to worry, as we have prepared this buyer’s guide which details the important features to look for and factors to consider to zero in on the right system.

A great way to start your search for the best forms automation software system is by signing up for the free trials or demo offered by leading forms automation software providers. This will give you a chance to test drive each product’s features and understand if it suits your company’s needs. You can visit the websites of the following leading tools and check if they offer a free trial: JotForm, Typeform, and Formstack. These apps have been given high rankings in our forms automation software reviews that you can read to do a comparison of their capabilities. 

• Small, medium-sized, and large companies can use forms automation tools to go paperless.
• Leading vendors offer specialized software applications for the needs of particular industries such as field service, construction, and health care.

• ProntoForms: a platform that automates mobile workflows and makes it easy for remote workers to collect data on a mobile device, access company data in the field, and then automatically share the results with back-office systems, cloud services, and people.
• JotForm: You can use JotForm to create online forms for distributing surveys, generating leads, collecting payments, and more. Browse and select from more than 8000 free form templates.
• Typeform: You can use this solution to build attractive and engaging online forms, landing pages, quizzes, surveys, and more. The vendor offers a free trial that lets you out check out the features at no cost.
• Formstack:  Easy-to-use online form builder that can enable companies to increase conversions, streamline processes, and more. No coding is required, and the app is highly flexible and secure.
• 123ContactForm: Create contact forms as well as other types of web forms for free. The HTML form builder is simple to use and you only need to copy and paste the information.
• Datafield: It is a mobile form builder for Android and iPhone/iPad. You can collect onsite data in real-time and move from paper forms to mobile forms and surveys.

The main type of forms automation tools is enterprise forms automation which is a company-wide solution for processing, completing, and distributing electronic contracts, surveys, applications, forms, and other documents. Businesses can use this software to go paperless.

• User permissions: Administrators can give access based on employee roles to ensure only authorized personnel can access confidential forms.
• Offline access: Many cloud-based systems can work even offline. Remote teams can use this type of solution to submit automated forms and the forms get updated automatically after internet access is regained.
• Digital signature: Your customers and clients can sign forms digitally using the software. This is an important feature for documents that need review, validation, and approval.
• Autofill: You can set up forms to prefill particular fields with given default values. This makes it easier to complete forms as selected sections get automatically populated.
• Form design and generation: You can simply scan your existing paper forms and convert them into digital versions. If you prefer, you can create forms from scratch using a range of tools, layouts, and templates.
• Centralized storage: The software keeps completed forms and templates securely in a centralized place, making it easy for users to categorize and find documents quickly.
• Smooth workflow: This solution helps streamline business processes by automating the flow of documents and tasks, enabling users to reduce errors, complete more tasks, and achieve higher productivity.
• Enhanced inspection & audit. This software application enables business users to direct inspection data to all pertinent systems and recipients.

• Waste reduction: Businesses can go green and get rid of paper by using forms automation software. This can help them to reduce paper waste and help the environment.
• Cost savings: Companies can save the money they spend on paper, postage, printing, and physical storage systems like filing cabinets.
• Improved workflows: Templates that offer time-saving features such as pre-populated fields help users to create forms more quickly and easily. Plus, it is faster to search and find stored files in the software than it is to rummage through numerous paper files to find what you want.
• Optimized data entry: You can automate forms creation and maintenance so that your employees don’t have to deal with illegible or incomplete forms. Plus, you can streamline the data capture process and generate insightful reports from the data.
• Enhanced operational efficiency: It automates task execution and completion by leveraging robust data access, gathering, and organization-wide delivery.
• Robust reporting and analytics: Through efficient data collection, this solution can generate useful reports that offer actionable insights for improved business performance.

It is important to keep track of the latest developments in the forms automation software market which can help you select a modern and updated system:

Forms are including rich content

The latest forms automation systems include rich content such as animations and interactive content. This helps to enhance the user experience and reduces the risk of abandonment. Another factor that is driving the inclusion of rich content in forms is the increased prevalence of digital media in mobile devices such as new cameras and latest input methods.

Increased usage of mobile forms

Previously, mobile forms used to be simple and included only approvals, but now they are improving to include complex forms and tasks which makes them suitable for the needs of industries such as insurance, field sales, real estate, and field operations.  

Selecting complex software

Be aware of your needs and select a solution that offers the essentials. Do not overcomplicate issues by choosing a product that includes more fields than you need. This can prove counterproductive as it may distract you from the actual purpose and significance of the data. Sifting through unnecessary data can waste the time you save by investing in forms automation software.

Using forms automation for email

Another potential issue is using forms automation software for email marketing. This is because email marketing is becoming passé as it has been overtaken by other more effective forms of online marketing such as social media and mobile marketing. However, if your email database has prospects who are interested in your product, then go ahead and use it. In that case, ensure the forms automation software can be used for lead scoring, optimization, and other marketing aspects.

There are different methods to deploy forms automation software. It is best to decide first which of these deployment options you’ll choose before evaluating your shortlisted vendors:

On-premise vs. cloud-based: As more and more businesses shift to remote work setups, deploying cloud forms automation solutions has become the logical choice.

Subscription vs. perpetual license: For large enterprises, paying an upfront lump sum for an app makes sense. For SMBs, opting for SaaS-provided subscription-based plans is the way to go.

Integrated vs. best-of-breed suite: If you specifically need forms automation capabilities, you should choose a best-of-breed platform. On the other hand, some businesses such as marketing firms prefer an all-in-one suite (e.g., CRM or sales platforms) with added forms automation, ecommerce, and online payment features.

Because there are numerous types of forms automation solutions in the market, it is best to choose the correct platform for your business. Here are the essential steps:

1. Establish a clear understanding of your needs and select a solution based on these requirements.
2. Request for product demos and avail of free trials to evaluate software packages before making a decision.
3. If you’re an SMB, select from vendors that offer cloud-based delivery
4. Evaluate how a solution delivers in these core aspects: usability, scalability, customized workflow, and integration.
5. Once you’ve conducted these best practices, you can decide which software to use for your business